Shire of Toodyay

Council Meetings

Council Meetings commence at 4.00 pm however access to the bulding will be at least 15 minutes prior to the start of the meeting.

The Chief Executive Officer and the Senior Department Managers also attend Council meetings to assist the Councillors with information as required. Senior Managers provide expert advice but cannot vote or participate in debate.

Council Meetings are held are held in Council Chambers at the Shire of Toodyay Offices, ‘Old Court House’ Administration Centre, 15 Fiennes Street, Toodyay WA 6566 unless stated otherwise.

Council Meeting Agenda

The agenda determines the order of business for the meeting and provides information on matters to be determined. Information relating to Agendas can be found on the Agendas and Minutes page.

Click here for Council Meeting Agendas

Separate Attachments to Council Meeting Agendas

Please note that separate attachments to the Ordinary Meeting of Council will be accessible via the above link "Click here for Council Meeting Agendas"

If you have any queries please phone our office on (08) 9574 9300.

Thank you. 

Unconfirmed and Confirmed Minutes

Information relating to Minutes can be found on the Agendas and Minutes page.

Click here for Council Meeting Minutes

Council Meetings Schedule

Council Meetings are held in the Council Chambers at the Shire of Toodyay Administration Centre, 15 Fiennes Street, Toodyay WA 6566 unless otherwise advised.

Access to the building will be at least 15 minutes prior to the start of the meeting.

The 2017 Schedule is as follows:

Council Meetings Schedule
24 January 2017 23 May 2017 26 September 2017
28 February 2017 27 June 2017 24 October 2017
28 March 2017 25 July 2017 28 November 2017
18 April 2017 22 August 2017 19 December 2017

Information to Assist Visitors Attending Council Meetings

Council Meetings are open to the public and community attendance is welcomed and encouraged. 

The Shire President presides at Council Meetings in accordance with the Local Government Act 1995, the Local Government (Administration) Regulations 1996 and the Shire of Toodyay Standing Orders (Local Laws) and other relevant procedures.  

For more detailed information please download the Council Meeting Information Sheet.

Standing Orders Local Law 2008

Standing Orders provide for the orderly conduct of the meetings of Council and Committees. They specify the order of which business will be dealt with and clearly outline meeting and debating procedures, as well as providing for the safe custody and use of the common seal. Standing Orders also prescribe the ways in which members of the public can contribute to the meeting as outlined below.

What if I have an Application before Council on the Agenda?

If you have an application that is before Council and listed on the agenda, you must not act on anything you hear at the meeting. The Shire of Toodyay disclaimer is located on the inside cover page of the Council Agenda and is intended to ensure that members of the public who attend Council meetings wait for written advice from Council before taking any action on an application that is before Council.

Disclosure of Interests

Councillors and Council Officers are required to disclose an interest when there may be a perception that there is a financial or proximity interest that could affect their impartiality. Councillors must leave the meeting whilst the matter is discussed; however Council Officers are required to disclose their interest at the time of giving their advice to Council, whether in writing or verbally.

How to Ask a Question

A formal Public Question time occurs at every Ordinary and Special Meeting of Council.   Members of the public can use this opportunity to ask a question relating to the operations of Council. 

Questions should preferably be submitted in writing using our Registration of Public Question form which includes a Public Question Time Information Sheet.  Alternatively you can Email our Records Officer before midday on the day of the meeting, in order to allow Council Officers sufficient time to research and prepare a response.

How to make a Presentation to Council

Presentations are a formal occasion where a gift or an award is received or presented by Council on behalf of the Shire or the community.

A presentation may be made to the Council at a meeting only with the prior approval of the President or the CEO.

If you wish to make a presentation to Council at any time or if you have any queries please Email our Records Officer

How to make a Submission to Council

A member of the public may make a submission to the Council after any petitions, deputations or presentations.

A member of the public who wishes to make a submission at a meeting, and who is invited to do so by the Presiding Member, is to:

  • first state his or her name and whether or not he or she is an elector, ratepayer or resident of the Shire;
  • ensure that the subject of the submission is relevant to one or more of the agenda items for that meeting;
  • comply with any direction from the Presiding Member; and
  • complete the submission within 5 minutes.

A member of the public may give prior written notice to the CEO of the text or substance of a submission that he or she wishes to make at a meeting.

Unless the Presiding Member determines otherwise, a submission of which prior notice has been given to the CEO is to be given priority among the submissions to be made.

Any matter which is the subject of a submission to the Council under this clause is not to be decided by the Council until after the submission has been made.

To make a submission, please complete the Submission Registration form and submit it to the CEO prior to the commencement of the meeting. For further information in relation to the Submissions process see the Public Submission Registration Form.

If you have any queries please Email our Records Officer.

How to submit a Petition to Council

A petition is a formal process where a Councillor presents a written request to Council, on behalf of members of the community who have presented a written request to Council. The Shire of Toodyay Standing Orders Local Law prescribes the requirements for acceptance of formal petitions.

A petition is to be addressed to the Shire President, be made by electors of the district and contain a summary of the reasons for the request. The Councillor presenting the petition is required to read the petition and if necessary, request that it be referred for an Officer’s report.

Please note the following protocol for submissions of petitions. Petitions must:

  • be addressed to the Shire President and Councillors;
  • be made by electors of the district;
  • contain a concise statement of facts and the action sought on the front page of the petition;
  • contain the names, addresses and signatures of the elector(s) making the request, and the date each elector signed;
  • state the name and address of the person whom arranged the petition for correspondence to be delivered to, as correspondence is not sent to all the signatures on the petition.

Petitions should be presented to Council by a Councillor. The Councillor presenting the petition is required to read the petition and if necessary, request that it be referred for an Officer’s report.

Where a petition does not relate to or conform to the above it may be treated as an 'informal' petition and the Chief Executive Officer may at his discretion forward the petition to Council accompanied by an officer report.

If you wish to lodge a petition to Council, a petition template can be found by clicking this link.

If you have any queries please Email our Records Officer.

How to arrange a Deputation to Council

Any person or group wishing to be received as a deputation by the Council or committee is to:

  • apply in writing, at least five clear working days before the meeting, to the CEO for approval; and
  • include with the application information relating to the subject matter to be raised by the deputation in concise terms, but in sufficient detail to provide a general understanding of the purpose of the deputation.

The CEO is to refer to the Presiding Member:

  • a copy or a summary of the application; and
  • the CEO’s recommendation, with reasons, whether or not the application should be approved.

The Presiding Member may:

  • grant or refuse the application, with or without conditions; or
  • refer it to the Council or committee (as the case may be) for determination.

If the Presiding Member refuses an application, he or she is to report to the Council or committee (as the case may be), at its next meeting, the details of the application and the reasons for its refusal.

Unless the Council or committee resolves otherwise, a deputation invited to attend a Council or committee meeting:

  • is not to exceed three persons;
  • may address the Council or committee for up to five minutes each (or for up to ten minutes if only one person speaks), unless the time is extended by the Council or committee; and
  • may also respond to questions from Members.

For the purpose of determining who may address the Council or committee on an issue, all those people either in favour of or opposed to an item for consideration are deemed to comprise a single deputation.

Any matter which is the subject of a deputation to the Council or committee is not to be decided by the Council or committee until the deputation has completed its presentation.

Confidential Items

Some reports are not for publication or distribution to members of the public, gallery or Council Officers. Such reports are dealt with at a time when the meeting is closed to the public. The matters that can be considered when the public is excluded from a meeting are limited to Section 5.23 of the Local Government Act 1995. Confidential items are usually dealt with as the last item of business and the subsequent decisions are printed in the minutes.